How to write effective e-mails?

Greetings to all readers…

The global workplace today make you realise that email communication tool if applied effectively can bring you good positive results in today’s digital world.  Doesn’t matter if you are a student, employee or a professional, you need to have good communication skills to establish your persona.

Being digital and communication over email and other social media has been the norm now, it is very apparent that we should understand the tenets of how to write an effective mail or how to convey our thoughts very effectively.

Your messaging style also determines profoundly how you keep your existing business relationship undamaged or pitching in to establish a new business relationship.

Email Style:

  1. Ideally you should ensure that your email body letter should not go beyond 200 words. You should try to keep it under 200 words as a standard guideline. The reason behind writing short messages are there are facts that people do not read lengthy messages or stop reading long mails after few lines. So it is advisable to keep it short and concise.
  2. There are circumstances where you may have to send a lengthy report or long messages which are fine if such letters are need to be drafted.
  3. You should exercise good caution on the tone front depending on the audience. Example mailing to your dearest friend and to the CEO of an Organisation can be totally different. Mailing in a casual tone to your CEO or Management team will be inappropriate.
  4. Last but not the least is poor grammar and spelling mistakes you have to proof-read before sending any messages. It is always a good practice to use the spell check tool to run thru the same. Create a habit to read and check the mail twice to avoid any error.

Email Etiquettes:

While working with e-mails certain good behaviour are followed for most of the formal or informal communication.

  1. People who send email tend to expect a response back quickly. It is a good practice to send a response within the same working day.  If you feel you need more time to respond, then you can respond to them saying we have received it and will get back to them soon.
  2. Avoid overusing reply-all unless you feel you really need your message to be seen by all.
  3. Keep emails always to the point and avoid long sentences.
  4. Avoid writing in CAPITAL letters
  5. Always try to keep your language gender-neutral
  6. Maintain coherence. This means when there is back and forth mail response happening, do not remove any previous messages, because a threadless mail will not give any connectivity and it may be hard for the reader to search mails separately to find the context of the message.
  7. Read the email twice before you send
  8. Take care with Abbreviation and emoticons. Use less emoticon as sometimes you may happen to offend people without even knowing you have, Example like BTW, LOL etc.
  9. Avoid using emails to discuss confidential messages
  10. Do not reply to spam, because doing so you are confirming that you are active to receive more spam mails. You can always use to move them to spam folder and block them permanently.  
  11. Do not send mails when you are emotionally charged, upset, angry, defensive.
  12. Positive words are always best to achieve your goal. Avoid using negative connotation

Limitations:

  1. Email is editable by everyone who receives your message
  2. Email is not necessarily private
  3. Email cannot be withdrawn once you hit the send button
  4. Possibility of forge

Hope the above would have helped the readers to get an overall idea on how to write winning e-mails.

Would like to stop with a quote…

“The from line is what recipients use to determine whether to delete an email. The subject line is what motivates people to actually open the email.     “

Loren McDonald

Written by: Arun Velayudhan

Mail: arun.velayudhan@tutelage.co.in

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